INHOUSIFY GROUP B.V. – Privacy & Data Processing Policy
Inhousify is a specialist (inhouse) recruiter. We are committed to protecting the privacy of our candidates, clients and users of our website. The Inhousify entity acting as Data Controller of your data will depend on the services we perform for you, as described below. To access a complete list of entities and tradenames Inhousify is operating, please see the last page of this document (the “Companies”).
It also tells you about your privacy rights including your right to object to our processing. If you would like to contact us, please see the “How to Contact Us” section of this policy.
When you register with us as a candidate to provide work finding services to you, we process your personal data, including but not limited to your name, contact details and other information from your CV. Where permitted by law, we may also collect information relating to your health (for example, disability information for reasonable work adjustment purposes), diversity information, including race, ethnic origin, sexual orientation and religion (for equal opportunity monitoring purposes) as well as details of any unspent criminal convictions where required by a client or by us, if you apply for a role with us. The Inhousify entity acting as Data Controller of your data in this case will be the one
managing the process to which you have applied.
If you use our website, click on links in emails we send to you, open or forward them, or sign up to receive job alerts or other contents from us, we also collect personal data from those interactions.
We also obtain personal data about you from third parties, including,
We collect personal data about you including your name and contact details and professional biographical details obtained from publicly available sources such as LinkedIn, CV websites and social media websites, so that we can contact you if we think you may be interested in our work finding services at a future date. We may also obtain your personal data through another candidate or an employer who recommends you as a contact. The Inhousify entity that will act as Data Controller of your data in this case will be the entity to which the consultant who has identified you as a prospective candidate belongs.
We collect your contact details and data relating to your function or position to establish commercial relationships with your company. The Inhousify entity that will act as Data Controller of your data in this case will be the entity to which the consultant who has identified you as a potential client belongs.
We collect personal data such as your name, job title and contact details. We also process personal data about what communications we have had with you, including whether you have opened or forwarded any emails, newsletters or other content we have sent to you. We also process feedback that you provide about our candidates. The Inhousify entity that will act as Data Controller in this case will be the entity that is the counterparty in the contract we sign with you or with the company you represent.
If you provide information to us about a candidate (for example, if you confirm a candidate has worked with you or if you provide a reference), then we will obtain your details from the candidate and we will keep a record of the personal data that you provide to us about that candidate.
We process personal data about you from public domain sources such as LinkedIn and social networking sites, or because you were a delegate at one of our events or at an event where the event organiser is permitted to share delegate details with us.
We typically collect your name and contact details as a business contact for your organisation. The Inhousify entity that will act as Data Controller in this case will be the entity that is the counterparty in the contract we sign with you or with the company you represent.
In some cases, it will be necessary for you to provide personal data to us. If you don’t provide us with the personal data we ask for, we may not be able to provide you with our services.
We use your personal data to:
We use your personal data to:
We may use your personal data to:
We may use your personal data:
We use your personal data:
You can unsubscribe, opt out or make other decisions from receiving preferred marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us at any time via [email protected]
Under the GDPR, we rely on the following legal grounds to process your personal data:
We have performed a legitimate interest assessment in order to confirm that our interests are not overridden by your interests or fundamental rights and freedoms, you can ask for this assessment using the contact details below.
We do not take decisions based solely on automated processing; there is always human intervention before taking a decision.
We will share your personal data with:
Other companies within our Group
We may share with or give access to your personal data to companies within Inhousify, complying with the obligations applicable to the international data transfer regime of the GDPR.
You can find a list of Inhousify entities and the countries where they are located on the last page.
The purposes of sharing your personal data within Inhousify companies are i) providing essential services which are centralised in one single entity such as IT, commercial and sales support services, in this case these entities will access and process your personal data as data processors, following the instructions of your data controller, ii) managing global, regional or senior executive positions, or the development of key accounts, which would require the cooperation of different companies across the group, and iii) managing positions that can be fulfilled remotely. The applicable lawful basis to these processing activities is the performance of the contract with clients and candidates or to take
steps necessary to enter into a contract, and the legitimate interests of Inhousify in delivering its services using internal resources.
If you are a candidate, we share your personal data with clients who have vacancies for jobs which you are interested in. The applicable lawful basis here would be the same as described above: the performance of the contract with clients and candidates, or to take steps necessary to enter into a contract, and the legitimate interests of Inhousify in providing candidates’ information and services to clients.
We also share your personal data and, where necessary and permitted by the law, special category data with third party service providers who perform services and functions on our behalf, such as:
We contractually require minimum standards of confidentiality and data protection from our third party service providers.
In addition, we may disclose your personal data:
We have implemented and maintain appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Only authorised personnel and third party service providers are provided with access to personal data on a need to know basis, and these employees and service providers are contractually obliged to treat this information as confidential.
We will keep your personal data for as long as we need to in order to fulfil the purpose we collected it for, which may be an ongoing purpose. For example, if you’re a candidate, we will retain your personal data for the duration of our business relationship with you and beyond, as we often support candidates with job placements over many years and potentially throughout their careers.
We keep some personal data for longer than others. To determine the appropriate retention period for personal data, we consider factors such as the purposes for which we process your personal data, including any legal, regulatory, accounting and reporting obligations, the nature and amount of personal data that we hold about you, and the potential risk of harm to you from unauthorised use or disclosure of your personal data.
Where we process your personal data for direct marketing purposes, we will do so until you ask us
to stop, and for a short period after this (to allow us to implement your request). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely, so that we can respect your request.
You have several rights under EU data protection laws. These rights include the right to ask us for a copy of your personal data, to correct, delete or restrict processing of your personal data; to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format, and to ask us to share (port) this data to another controller.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process your personal data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example, if complying with your request would reveal personal data about another person, where they would infringe the rights of a third party (including our rights) or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests for keeping. We will inform you of any relevant exemptions we are relying on when we respond to your request.
Exercising your rights
To exercise your rights, or to withdraw your consent to processing, or to unsubscribe from receiving marketing communications from us, you can:
Inhousify Group B.V. Compliance Department Pilotenstraat 74
1059 CR Amsterdam Netherlands
If you have unresolved concerns, or believe that a personal data breach happened, you have the right to complain to your competent supervisory authority. A list of relevant authorities in the EEA can be accessed here.
Inhousify Group B.V. is active with the following subsidiaries and/or trading names: